About the Role

Key Responsibilities

• Enter, maintain, and audit job-level cost data in field service management software for every residential replacement job — including labor hours, material costs, and subcontractor charges
• Track actual vs. budgeted costs per job and flag variances in labor, materials, and gross profit to the appropriate manager in a timely manner
• Pull and distribute regular reports on job profitability, cost overruns, and gross profit margin by job, technician, and job type
• Assist in reconciling job costs against invoices, purchase orders, and technician time entries to ensure accuracy
• Maintain organized records of all job financials, vendor invoices, and material purchases for review and audit purposes
• Support the review of completed jobs to confirm all billable costs are captured and properly categorized before closing

• Serve as the administrative point of contact for day-to-day operational questions related to job status, scheduling, and documentation
• Coordinate with dispatchers, install teams, and office staff to ensure job records are complete and up to date in the system
• Process purchase orders, material requests, and vendor communications, ensuring proper approvals and documentation
• Assist with onboarding administrative paperwork, tracking employee certifications, and maintaining operational records
• Prepare weekly and monthly summaries of operational and financial data for management review
• Manage filing systems (digital and physical) for job files, warranties, permits, and compliance documents

• Assist the dispatch team with scheduling coordination, job assignment documentation, and calendar management
• Track job completion timelines and communicate delays or scheduling changes to the appropriate parties
• Monitor open jobs and ensure all required information (signed agreements, permits, equipment orders) is in place before scheduled install dates

• Handle inbound customer inquiries related to job status, scheduling confirmations, and follow-up documentation
• Communicate professionally with vendors and suppliers to confirm orders, track deliveries, and resolve discrepancies
• Assist with customer satisfaction follow-up and ensure feedback is logged and routed appropriately

What We're Looking For

• 2+ years of administrative, operations coordination, or office management experience — ideally in a service, construction, or trades environment
• Strong attention to detail and a track record of maintaining accurate records and data entry
• Comfortable working with numbers: reading reports, tracking costs, and flagging discrepancies does not intimidate you
• Proficiency in Microsoft Office or Google Workspace (especially Excel/Sheets for data tracking and reporting)
• Experience with field service software, job management platforms, or CRM tools (or willingness to learn quickly)
• Strong organizational skills with the ability to manage multiple priorities and deadlines without dropping the ball
• Clear, professional written and verbal communication skills

• Familiarity with job costing concepts: labor cost, material cost, gross profit margin, and budget variance
• Experience with ServiceTitan
• Background supporting operations in HVAC, plumbing, electrical, or similar residential services
• Associate's or Bachelor's degree in Business Administration, Accounting, or a related field — or equivalent work experience

You'll Thrive in This Role If You...

• Are the type of person who notices when something is off in a report and can't let it go until it's resolved
• Take ownership of your work area and keep your records, files, and systems tighter than anyone else on the team
• Communicate proactively — you flag problems early rather than waiting to be asked
• Are comfortable asking questions, learning new software, and adapting when processes change
• Want a role where your organizational skills and attention to financial detail have a direct impact on business results

Compensation & Benefits

• Competitive hourly rate or salary commensurate with experience
• Comprehensive medical, dental, and vision insurance
• 401(k) with company match
• Paid time off and paid holidays
• Stable, full-time schedule — Monday through Friday, on-site
• Supportive team environment with opportunities to grow within the company